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Time-related messages

Time-related messages help users understand how long processes take. Use clear, specific time frames and pair them with actionable guidance to support fast, informed user decisions whilst managing user expectations.

Rules for known time frames​

Use a specific time or time frame whenever possible.

  • System update on Monday, August 22, 2025: 06:00–08:00
  • Upcoming system update: 22 August

Use the user’s time zone when providing any kind of time indication.

  • Failed to synchronize data. Synchronized at 12:45 BST. - System maintenance scheduled for Wednesday, August 22: 02:00–04:00 BST

When necessary, add time zones with the UTC in brackets.

  • Failed to synchronize data. Last successful sync: 12:45 BST (UTC+1) - System maintenance scheduled for Wednesday, August 22, 02:00–04:00 BST (UTC+1).

Avoid generic time-related terms like later, soon, sometime, etc.

  • Update starts Tuesday, October 1, 2026: 02:00–04:00
  • Update starts soon. - Update starts later today. - Update takes a few moments. - Update takes a while.

Use "will" to indicate certainty and avoid "may" or "might" which sound uncertain.

  • Update will take a few minutes.
  • Update may take a few minutes. - Update might take a few minutes.

Avoid adding messages when the process takes less than ten seconds.

  • This process takes a few seconds.

Use countdowns to alert users to time-sensitive information.

  • Session expiring in 04:25 minutes. - Automatic logout in 03:45 minutes. - Meeting starts in 5 minutes.
  • Migration starts in 1 hour.

Use consistent wording in the UI and add specific volumes with progress indicators.

  • Data volume: 45/300 MB - Saving data… 50 of 300 MB saved - System update: 45% complete

Rules for unknown time frames​

Use a realistic time range or an estimated time window if possible.

  • The system update can take a few hours. - The update will finish within the next 60 minutes.

Be transparent and use passive voice when you need to be unspecific.

  • Due to the size of the data migration, it is estimated to take between 4-6 hours. - Data is being fetched from multiple sources, and the completion time varies depending on system conditions.
  • Due to the size of the migration, we have no idea when it will finish.

Rules for expectations and consequences​

Inform users whether or not they can continue working during a process.

  • The application will not be available during the update. We’ll notify you when it’s ready. - The application is not available during the update. - You can continue working until the update begins. - Installation files are downloaded in the background.

Clearly communicate any consequences related to user actions (or inaction).

  • You can only postpone this update once. - An update is scheduled to automatically install tonight. - The installation will be updated tonight. - Update must be installed before Friday, September 12, 2026. - The device will restart during the update.

Provide clear, actionable choices for next steps and user autonomy.

  • Postpone - Remind me tomorrow - Update now - More information - Stop - Pause

Dos and Don’ts​

  • Do add user actions when possible, e.g. buttons or links
  • Don’t leave users wondering if the app is stuck or broken
  • Don’t guess unknown time frames